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PDF Documents

Portable Document Format (PDF) is a file format used to present documents reliably, independent of software, hardware, or operating system. Designed for portability, PDFs are useful for tip sheets, handouts of training materials, and fillable forms.

PDFs must meet Section 508 Accessibility for PDFs and Acceptable File Names to facilitate user access. Prior to submission, review the Advantages of HTML Pages section below to determine whether a PDF is the best format for the content and audience.

Preparing Content

Content source files must be submitted for editorial review by the Head Start Information and Communications Center (HSICC) before a PDF is created. A source file is a clean Microsoft Word document, not exported or copied and pasted from other files or programs like Adobe and InDesign. Use the Styles function in Word (under Home tab) to differentiate between titles, sections, and subsections for clarity. Standard text boxes and images may be included for mockup purposes. This source document is also required for the creation of the HTML page. Learn more about webpage requirements below.

Read important considerations for including hyperlinks in PDFs.

HTML Pages for PDFs

Generally, the Early Childhood Learning and Knowledge Center (ECLKC) requires content to be posted as HTML pages. A PDF version may be included on the HTML page if that additional format will be useful for reading or sharing purposes. This means content needs to be developed with an HTML-first approach before it is styled and converted to PDF. Supplemental PDFs such as posters, handouts, or attachments are included on the HTML page of the resource they support and do not need their own unique page.

An HTML page is the reader’s introduction to your content, whether presented as a full or short PDF publication.

Full Publication

In publication layout, PDF content is presented using best practices for an HTML page. It may be considered an abridged version of the PDF. A link to the full PDF will be included on the HTML page. 

On the HTML page:

  • Do not include citations such as footnotes, endnotes, reference lists, or bibliographies.
    • Work resources into content where they are relevant by hyperlinking key words and phrases.
  • Keep related content together (e.g., resource lists incorporated into relevant sections instead of at bottom).
  • Use active voice.

Short Publication

This layout provides a detailed description of the PDF’s content and a button link. It’s usually reserved for longer resources such as reports and toolkits. The text for the landing page should be tailored to the HTML page and not pulled directly from the PDF. Learn how to successfully promote resources with descriptive text using search engine optimization (SEO) keywords, bullets, and headings as appropriate.

Advantages of HTML Pages

The ECLKC prioritizes HTML pages over PDF resources because they offer the following advantages:

  • HTML pages are better for SEO.
  • HTML pages are faster and easier to use across all devices because they don’t require downloading; especially via mobile, downloading of PDFs is cumbersome, and mobile traffic is increasing every month. 
  • Users can share HTML content instantly via social media.
  • Visits and page views of HTML pages can be tracked with Google Analytics.
  • It is much easier and faster to edit the content of an HTML page, if necessary.
  • HTML content is part of the ECLKC, rather than a separate, dead-end file. This provides for seamless navigation, consistent branding, and opportunities for the user to explore related materials.
  • Additional software (e.g., Adobe Acrobat, Microsoft Word) is not needed to view HTML content. 
  • HTML content is accessible to users with disabilities, including those who rely on screen readers.
  • HTML content can yield more user data (e.g., Google Analytics can provide heat maps that indicate which parts of a page users are accessing).
  • Hyperlinks on HTML pages are much easier to update and redirect as needed. 
  • Users can copy and paste sections of an HTML resource into their program newsletters and other materials; copy-pasting from a PDF is much more difficult due to formatting.
  • HTML content meets all standards set by the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Head Start.
  • HTML content is translated into Spanish without additional cost to National Centers.
  • HTML content meets Section 508 without additional cost to National Centers.
  • HTML content downloads faster than PDF pages.

PDF Title <tag>

The title that appears on the cover of each PDF must also be added to the Title field under Document Properties. This Title <tag> is what displays and identifies your document in search results.

Inserting the Title <tag>

Follow these steps to add the Title <tag> in your PDF:

  • Open the PDF in Adobe Reader or Acrobat.
  • From the main menu, select File > Document Properties.
  • In the Title field, type the title as it appears on the cover of the document.
  • Titles must not include dates or version numbers.
  • Titles must not be in uppercase. They must follow the same editorial guidelines used for titles and headings in webpages.

Read more:

,  Web Standards